Invitations

Overview

Invitations let you reach out directly to specific journalists and ask them to apply for accreditation. Each invitation contains a personal link the journalist uses to complete their application. You can also send invitations in bulk using a list or a spreadsheet.

Where to find it

From your event's main navigation, select Media, then Invitations.

Before you start

You need the Invite permission for the event. If you cannot see the Invitations section, contact your administrator.

Sending a single invitation

Select Invite journalist.
Enter the journalist's email address.
Optionally enter their name and outlet.
Optionally choose one or more suggested categories (the journalist can change these when they apply).
Select Send invitation.

The journalist receives an email with a personal link. The link is valid for 30 days by default. When they open it, they are taken directly to the accreditation form with their email address pre-filled.

Sending bulk invitations

You can invite many journalists at once in two ways:

Paste a list of addresses

Select Bulk invite.
Paste a list of email addresses, one per line.
Addresses can also be written in the format Name <[email protected]>.
Select Send invitations.

Upload a spreadsheet

Select Bulk invite.
Switch to the spreadsheet tab.
Upload a file with columns for email, name, and outlet.
Select Send invitations.

Evencia skips any addresses that already have an active invitation or an existing accreditation and reports which were skipped.

Invitation statuses

Status	What it means
Sent	The invitation was sent. The journalist has not opened it yet.
Opened	The journalist opened the invitation link.
Accepted	The journalist completed the application form using this invitation.
Expired	The invitation link is no longer valid (30 days have passed).
Revoked	The invitation was manually cancelled and the link no longer works.

Resending an invitation

If a journalist did not receive their invitation or the link has expired:

Find the invitation in the list.
Select Resend.

Resending extends the expiry date by 30 days so the journalist can still use the link.

You cannot resend an invitation that has already been accepted.

Revoking an invitation

To cancel an invitation and prevent the journalist from using the link:

Find the invitation in the list.
Select Revoke.

The link stops working immediately. The invitation record is kept in the list as a record of who was invited.

An active invitation already exists for that address. Use Resend instead.
The journalist is already accredited or has an application for this event.

The invitation link shows "no longer valid"

The link may have expired or been revoked. Use Resend to generate a new one.